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Home My WebLink About2014-10-03-CCAC-min TOWNOFLEXINGTON AdhocCommunityCenterAdvisoryCommittee(AhCCAC) Minutes Date: October 3, 2014 Place and Time: Training Room, Public Services Building, 1:00 p.m. Members Present: Michelle Ciccolo, Chair; Betty Borghesani; Harry Forsdick; Laura Hussong; Jon Himmel (Chair, Permanent Building Committee); Leslie Zales Members Absent: Florence Koplow; Mary Ellen Allesandro Liaisons Present:Staff: Linda Vine, Vice Chair of AhCCAC, Town Manager’s Office; Dorinda Goodman, Information Technology;Karen Simmons, Recreation; Charlotte Rodgers, Human Services; Koren Stembridge, Library; Committees: Joe Pato for Norm Cohen, Board of Selectmen (BoS); David Kanter for Wendy Manz, Capital Expenditures Committee (CEC); Glenn Parker, Chair, Appropriation Committee Liaisons Absent (liaisons only attend as-requested and as-available to address relevant agenda items): Staff: Chief John Wilson, Fire Department; Chris Filadoro, Department of Public Works; John Mazerall, Police Department;Shawn Newell, Department of Public Facilities (DPF); Committees: Jessie Steigerwald, School Committee Also present:Pat Goddard, staff, DPF; Mark Barrett, staff, DPF; Sheila Butts, staff, Recreation Department; Nancy Adler, Chair, Council on Aging Board; Joel Adler, Town Meeting Member; Bob Pressman, resident Recording Secretary: Sara Arnold The meeting was called to order by Ms. Ciccolo at 1:05 .. PM 1.Announcements: Ms. Ciccolo reported that Mary Ellen Allesandro is planning to resign from this Committee because of new obligations that she recently assumed. Ms. Ciccolo also expressed appreciation for the time and effort expended by the various working groups over the summer and noted the excellent work that had been accomplished. th 2.Next Meeting: Ms. Ciccolo asked this Committee to meet on Friday, October 10 at 8:30.. to AM finalize recommendations for the BoS. Carl Valente, Town Manager, is planning to attend. 3.Minutes: There was a motion and second to approve the AhCCAC Minutes for April 7, 2014, May 22, 2014, and June 19, 2014. The Minutes were approved. VOTE: 6-0 4.Construction Schedule Update: Mr. Barrett reported the following: Nauset Construction Corporation (Nauset) was the low bidder for renovating the main building (the mansion and extension) at 39 Marrett Road; the contract, for $4.8 million, was signed in late August. Nauset started by demolishing parts of the heating, ventilation, and air conditioning systems and will begin structural reinforcements in the near future. It is anticipated that the interior renovations will be completed in late April; exterior work is being started now but cannot proceed during the winter months and may not be completed until May or June, depending on the weather. Outside work includes painting and landscaping. Steffian Bradley Associates (SBA), Lexington’s consultant for this project, is evaluating the addition of four elements, the first two of which were requested by the Lexington Historical Society: Relocating a proposed ramp for the east side of the mansion so it extends from a hallway rather than from the sunroom. Removing a suspended ceiling located in one room of the mansion; heating pipes are currently above the suspended ceiling. No other rooms in the mansion have a suspended ceiling. Creating a staff break room on the lower level rather than on the second floor; this will create another general purpose room on the second floor. Installation of a public address system. Mr. Goddard reported that he will be meeting with Ms. Koplow in the near future to review plans for interior designs and furniture. 5.Sub-Committee Updates: The following updates were provided: Programs: Using PowerPoint slides, Mr. Himmel provided a summary of the work completed by this sub-committee in recent months. After creating a comprehensive matrix that consolidated all of the existing programs with the desired programs to be offered at the Lexington Community Center (LCC), each program was categorized and analyzed. This led to an analysis of staffing needs. Based on assumptions about hours of operation and minimal staff requirements at low-use times, Mr. Himmel suggested that the LCC will need 5.2 more full time employees than are currently employed for running the Human Services and Recreation Departments; funding for additional janitors is already included in the budget. During discussion, it was noted that, initially, current programs will be migrated to the facility, with a phasing in of new programs over time. Ms. Ciccolo added that the LCC can expect a doubling of participation within the first six months. Mr. Himmel said that the current programs, on average, only require about 25% to 50% of the multi-purpose rooms that will be available in the facility, so there is room for growth; currently the hours between 8AM and 3PM are scheduled to be more intensively booked than the average. Governance/Operations: Ms. Borghesani reported that this sub-committee surveyed nine towns and found three with programs similar to those being envisioned for the LCC. Using PowerPoint slides, she described a recommended structure of employees and volunteers to serve in operating the facility. Critical to the success of this venture, according to this sub-committee, is a community center director, to be available as soon as possible, who will work on a par with the Human Services director and the Recreation Department director. Ms. Borghesani and Mr. Forsdick expressed gratitude to Ms. Stembridge for her help in identifying already established Town policies that will be appropriate for use at the LCC. It was noted that the library has many comparable challenges and needs. It was also noted that the Programs Sub- Committee and the Governance/Operations Sub-Committee have met jointly in an effort to coordinate their efforts. 6.BoS Recommendations: Ms. Ciccolo said that this Committee needs to present recommendations to the BoS in the near future. She will work on preparing an interim report with concrete items, particularly as they relate to the budget. These will be primarily based on information provided by the Program and Governance Sub-Committees. There was discussion about the LCC hours of operation, the staff needed for those hours, and the programs to be offered. The following comments were offered: The facility may not need to be open the same number of hours all seven days of the week. 2 Hours may fluctuate seasonally. There will be a phasing in of programs offered at the LCC. When the facility opens in 2015, the hours of operation will be consistent with current programming needs; as programs are added, more hours will be needed. It was generally agreed that that there are two levels of operation that will be reached over the next year: when the facility opens with current programming and when a gala opening event is held in the fall and new programs are introduced. Additionally, there is an optimal program goal that is envisioned for July 2016 when the Town begins a new fiscal year. Low-use times will require minimal staffing that will be influenced by liability and insurance issues. There was discussion about closing off parts of the building during low-use times; it was noted that the offices will be locked when not in use, but it is not clear that the current construction plans would facilitate limiting access to public areas. Ms. Vine asked that this Committee identify the optimal hours of operation with the level of activity envisioned for those hours. With that information, staff can develop staff requirements. She also asked that this Committee prioritize the hours of operation in the event that funding for all the hours desired is not available. It was agreed that the Program and Governance Sub-Committees will meet next week to th develop recommendations for this Committee to consider at its October 10 meeting. 7.Adjourn: A motion was made and seconded to adjourn the meeting at 2:42 .. The motion passed. PM VOTE: 6-0 These minutes were approved on October14, 2014. Materials distributed/used at the meeting: Public Meeting Agenda, October38, 2014, AhCCAC PowerPoint Slides: Lexington Community Center; Mid August Planning Status Report; Abbreviated/Draft Report prepared by the AhCCAC Programming Sub-Committee; October 2, 2014. Draft Room Publicly Accessible Room Use Chart \[Draft\]; prepared by the AhCCAC Programming Sub- Committee; August 21, 2014 Programming Group, Matrix + Program Suggestions, \[When1.1 Report\], dated August 20, 2014. PowerPoint Slides: Proposed Governance/Operations Model for LexCC; October 1, 2014 Programs Group: Interim Recommendations and Report on Activities April 1, 2014 through September 11, 2014. Governance/Operations Sub-Committee Recommendations to ahCCAC; October 3, 2014 Lexington Community Center Policies and Procedures (no date); prepared by Governance/Operations Sub-committee of ahCCAC Recommendations of Governance/Operations Working Group of ahCCAC for Management of the Lexington Community Center 3